Writing Proposals

What is a proposal?

• Your proposal is an important document

• Donors will decide to finance your project

or not from what they read.

• Any proposal should show thoughtful

planning
 Identify the project idea

• Do your Pre-Planning and Stakeholders

Analysis

• Look at possible funding and local

resources

• What you learn from this will point you in the

direction of the best way to help - the ‘project
approach’ and ‘project logic’
 Identify the project idea
• Your pre-planning should have pointed to an
approach that fits into this model:
Community demand

Project

Needs identified by experts Available resources

 Good ideas
1. Make sure there is a genuine problem and that you
can face it.

2. Two-step approach:
o First define your project thoroughly and using a
participatory approach,
o Then adapt your project proposal according to
the targeted donor.

3. Use the logical framework - a tool to design a

project in a systematic and logical way .
Writing A
Project Proposal
 Find the right funding source
• Which donor has a target compatible with your
project ?
e.g. Humanitarian aid or development - ECHO,
EuropeAid Refugees - Austcare
HIV, Malaria - Global Fund
• What are your potential donors preferences?
e.g. Mines victims - Irish Aid
Institutional strengthening - AusAID
• How does each donor evaluate project proposals?
Are you likely to be selected?
‒ Is there an evaluation grid ?
– Do they require a partnership? Gender equity?
What?
 Remember

o Your Proposal is often the only way for the

donor to choose or reject your project

o Write a proposal only when your project

idea
is already well thought out

o Fit to the donor’s guidelines

 Package your project into an
attractive proposal (1)
• Follow a logical thread:
Background
 Problem
 Solution
 Sustainability

• Ensure match-up between:

Problem – Outcomes – Means
(this is called internal coherence)

• Many donors want the Logical Framework Approach

 Package your project into an
attractive proposal (2)
Logic checklist
• Don’t leave a problem unsolved
• Don’t identify outcomes that do not
correspond to a problem
• Don’t identify outcomes for which you don’t
have a solution
• Don’t propose activities that are not related to
problems and outcomes
• Don’t list human resources that don’t match
the outcomes you aim to achieve
Package your project into an
attractive proposal
Editing and layout
 Pay attention to the language:
- Use simple language
- Use future tenses
- Be concise and logical
- Avoid spelling mistakes
- Find a catchy title
 Pay attention to the layout / presentation:
- Use your organization’s logo on the first page
- Use headers and footers
- Use clear titles and paragraphs
- Break the monotony
- Add table of contents
- Print on standard format paper
 Proposal structure
1. Executive Summary
2. Organisation description
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries
7. Proposed methodology: Partners
Project implementation
Activities
Risks and assumptions
8. Budget Means
9. Monitoring and Evaluation
10. Sustainability
11. Annexes
 1. Executive
Summary
1. Executive

2.
summary
Presentation of Why is it important:
the organisation
3. Project
background
4. Problem  It is the first part that is read
statement
5. Goal and

6.
objectives
Beneficiari
 Sometimes the only part that is
es read…
7. Proposed
methodology
8. Budget  It can be used by the donor to
Monitoring
9.
and communicate to others about
evaluation
10. Sustainability
your project
11. Annexes

13
 1. Executive
Summary
1. Executive

2.
summary
Presentation of
Summary
the organisation
3. Project

4.
background
Problem
 What do you propose to do?
statement
5. Goal and  Where?
objectives
6. Beneficiari  Why?
es
7. Proposed  For whom?
methodology
8.
9.
Budget
Monitoring
 With whom?
and
evaluation  For how long?
10. Sustainability
11. Annexes

14
 1. Executive
Summary
Executive
DO : 1.

summary
Presentation of the organisation
 Write it last 2.
3. Project background
 Do it carefully 4. Problem
statement
 Keep it short 5. Goal and objectives
6. Beneficiaries
7. Proposed methodology
DON’T : 8. Budget
Monitoring and
 Cut and paste 9.

evaluation
10. Sustainability
11. Annexes

15
2. Presentation of the organisation

1. Executive
summary
Why is it important?
2. Presentation  Purpose: to establish credibility
of the
organisation and image of a well-managed
3. Project
background organization that meets critical
4. Problem
statement
needs in its area of work
5. Goal and

6.
objectives
Beneficiari
Tips
es  Should not be too long
7. Proposed
methodolo
 If you are approaching a new
gy donor, attach in appendix an
8. Budget
9. Monitoring and organisation brochure and the
evaluation
10. Sustainability
last annual report
11. Annexes
16
2. Presentation of the organisation

1. Executive

2.
summary
Presentation
Contents
of the  Who are you?
organisation
3. Project  Philosophy / mandate?
background
4. Problem  History and significant
statement
5. Goal and
interventions / track record
objectives  Expertise in addressing the
6. Beneficiari
es problem or need
7. Proposed  Organisational structure
methodolo
gy  Major sources of support
Budget
8.
9. Monitoring
 Affiliations / accreditations /
and
evaluation
linkages
10. Sustainabili
ty 17
 3. Project
Background

1. Executive Contents
summary
2. Presentation  Who took the initiative?
of the
organisation  Does the project fit into an existing
3. Project development plan or programme?
backgroun
d  Is this the first phase of the project, or
4. Problem
statement continues an activity already started?
5. Goal and  If continuing, what have been the
objectives
6. Beneficiari main results of the previous phase?
es
7. Proposed
 What studies have been done to
methodolo prepare the project?
gy
8. evaluation
Budget  Who else operates in this field?
10.
9. Sustainability
Monitoring
11. and
Annexes

18
 3. Project
Background

1. Executive Tips
summary
2. Presentation You need to demonstrate that :
of the
organisation  The project arises from the
3. Project
backgroun beneficiaries and/or the local
d
4. Problem partners
statement  You know the local context very
5. Goal and
objectives well
6. Beneficiari
es  You have the experience needed to
7. Proposed
methodolo run the project successfully
gy  You have been successful before
8. evaluation
Budget
10.
9. Sustainability
Monitoring
11. and
Annexes

19
 4. Problem Statement
Why is it important?
1. Executive
summary
2. Presentation
Unless donors are convinced that
of the
organisation
there is a real problem, they will not
3. Project agree to pay for our project!
background
4. Problem
statement Tips
5. Goal and
objectives A “good” problem should:
6. Beneficiari  concern people
es
7. Proposed  be concrete and demonstrated
methodolo
gy  be solvable
8. Budget  come from a demand
9. evaluation
Monitoring
10. Sustainability
and  be an emergency or priority
11. Annexes

20
 4. Problem Statement

1. Executive Contents
summary
2. Presentation  Describe the scope and size of
of the
organisation the problem
3. Project
background  What are the immediate causes?
4. Problem
statement  What are the underlying
5. Goal and
objectives
causes?
6. Beneficiari  What are the effects?
es
7. Proposed  How does it affect people?
methodolo
gy  Why does it have to be
and
8. Budget
evaluation
9. Monitorin  addressed?
Why now and not later?
10.
g
Sustainability
11. Annexes
21
 5. Goal and Objectives
1. Executive Goals (or overall objectives):
summary
2. Presentation Describes the long-term goals your
of the project will contribute to.
organisation
3. Project
background
4. Problem Project Purpose or Specific Objective:
statement
5. Goal and Describes the objective of your project in
objectives response to the core problem.
Beneficiarie
6.
s
Expected Results:
7. Proposed Describes the outputs (or outcomes) -
methodolog
y the concrete results of your project.
8. Budget
9. Monitoring
and
evaluation
10. Sustainabili
ty 23
 5. Goal and Objectives
Objectives should be SMART:
1. Executive
summary  Specific = they must meet the needs
2. Presentation
of the (problems) identified
organisation
3. Project  Measurable = they should be
background
4. Problem measured by concrete indicators
statement
5. Goal and
which should reflect the extent to
objectives which they have been attained
6. Beneficiarie
s  Acceptable = by all involved partners
7. Proposed  Relevant = they must be adequate to
methodolog
y the project socio-cultural environment
8. Budget
9. Monitoring  Timely = must be reached by the end of
and
evaluation the project
10. Sustainabili
ty 23
 Beneficiarie
s
1. Executive
summary Contents
2. Presentation
of the  Clearly identify direct and indirect benef
organisation
Project
3.
background • Direct support to target group
4. Problem • Indirect benefits to others
statement
5. Goal and • How many?
objectives
6. Beneficia
• Where?
ries • Characteristics?
7. Proposed
methodolo
gy
 Specify how and at what stage
8. Budget they will be involved in the
9. Monitoring and
evaluation project
10. Sustainability
11. Annexes
24
 7. Proposed Methodology
Executive
1.
summary Contents
2. Presentation
of the
organisation  Partners
Project
3.
background
 Project implementation
4. Problem  Activities
statement
5. Goal and
 Risks and assumptions
objectives
6. Beneficiari
 Means
es
Propose
7.
d Why is it important?
methodol
ogy
8. Budget  Shows how objectives will be
9. Monitoring and
evaluation achieved
10. Sustainability
11. Annexes 25
7. Proposed Methodology

1. Executive
summary
Partners:
2. Presentation
of the  Clearly divide main partners and
organisation
3. Project other partners
background
4. Problem  Provide background information:
statement
5. Goal and  Goals/philosophy?
objectives
 Area of intervention?
6. Beneficiari
es  Relationship with beneficiaries?
7. Propose
d
methodol
 Cooperation track-record?
ogy
8. Budget  Type of partnership you set up
9. Monitoring and
evaluation  Specify each partner’s role
10. Sustainability
11. Annexes 26
7. Proposed Methodology

1. Executive Project implementation:

summary
2. Presentation
of the  Rationale for selecting this
organisation
3. Project methodology
background
4. Problem
statement  Project implementation structure:
5. Goal and
objectives roles and responsibilities of all the
6. Beneficiari project stakeholders
es
7. Propose
d
methodol Tip
ogy
8. Budget Use a chart to show the project
9. Monitoring and
evaluation
implementation structure
10. Sustainability
11. Annexes 27
7. Proposed Methodology

1. Executive Activities:
summary
2. Presentation  What will be done?
of the
organisation  How?
3. Project
background  By whom?
4. Problem
statement  Where?
Goal and
5.
objectives
 By when?
6. Beneficiari
es
Tips
7. Propose  Be as precise as possible
d
methodol  Cluster activities by expected
ogy
8. Budget result
Monitoring and
9.
evaluation
 Use a work plan to summarise
10. Sustainability
11. Annexes 28
7. Proposed Methodology
Example:
1. Executive
summary
Training:
2. Presentation
 How many persons?
of the  For how long? Starting when?
organisation  Which methodology will be used
3. Project
background (seminars, in-house training, ad hoc
4. Problem courses, etc.)
statement  Why is the training necessary?
5. Goal and  Which new skills will the trainees
objectives
6. Beneficiari acquire?
es
Year Year 1
7. Propose
d Month 1 2 3 4 5 6 7
methodol Activity 1
ogy Activity 2
8. Budget Activity 3
9. Monitoring and Activity 4
evaluation
10. Sustainability
11. Annexes 29
7. Proposed Methodology

1. Executive Risks/Assumptions:
summary
2. Presentation  Risks are external factors that could
of the
organisation potentially jeopardise your project and
3. Project are beyond your control
background
4. Problem  Assumptions are things you are
statement expecting to be a certain way
5. Goal and
objectives
6. Beneficiari Why is it important?
es
7. Propose  It helps assess the factors which could
d jeopardise your project
methodol
ogy  It helps examining the project for
8. Budget completeness and consistency
9. Monitoring and
evaluation
10. Sustainability
11. Annexes 30
7. Proposed methodology

1. Executive Means:
summary
2. Presentation  Human resources:
of the
organisation  Explain the responsibilities and
3. Project tasks of each key person in the
background
4. Problem
project.
statement  Justify the need for expatriate
5. Goal and personnel
objectives
6. Beneficiari
es
7. Propose  Material resources:
d  Give an explanation of the most
methodol
ogy important budget lines
8. Budget  Justify vehicles
9. Monitoring and
evaluation
10. Sustainability
11. Annexes 31
 8. Budget

1. Executive Contents
summary
2. Presentation
of the
 Budget spreadsheet
organisation
3. Project
 Budget explanations and
4.
background
Problem
justifications
statement
5. Goal and Tips
objectives
6. Beneficiari  Prepare it using your action plan
es
7. Proposed  Don’t inflate the budget
methodolo
gy  Carefully follow donor’s
8. Budget
9. Monitoring and requirements
evaluation
10. Sustainability  Divide your budget into
11. Annexes
years 32
 9. Monitoring &
Evaluation
1. Executive Why is it important?
summary
2. Presentation
 Monitoring: to assess whether your
of the
organisation project activities are on track
3. Project  Evaluation: to assess whether
background
4. Problem your project is
statement
5. Goal and effective, efficient, has an
objectives impact, is relevant and
6. Beneficiari
es sustainable
7. Proposed
methodolo Contents
gy
8. Budget  What will be monitored and
9. Monitoring
and
why?
evaluation  By whom?
10. Sustainabilit
y
 How often?
 10.
Sustainability

1. Executive Contents
summary
2. Presentation  Institutional sustainability
of the
organisation
 Technical sustainability
3. Project  Socio-cultural sustainability
background
4. Problem  Financial sustainability
statement
5. Goal and
objectives
Why is it important?
6. Beneficiari Because donors want to be sure
es
7. Proposed that their investment will not be
methodolo lost at the end of the project and
gy
8. Budget that you are already planning the
9. Monitoring and
evaluation
phasing out of the project.
10. Sustainability
11. Annexes
34
 11. Annexes / Appendices
Contents
1. Executive
summary
 Glossary
2. Presentation  Maps
of the
organisation
 Statistics/ policy documents
3. Project  Proof of registration and tax benefits for
background donors
4. Problem
statement  Financial statement
5. Goal and  Composition of Board of Directors
objectives
6. Beneficiari
 List of major donors
es  Annual report, brochures & publications
7. Proposed  Specific studies or evaluation reports
methodolo
gy
 Memorandum of agreement with
8. Budget partners
9. Monitoring and  Letters of support
evaluation
10. Sustainability
 Pictures, case studies
11. Annexes  Other...
35
 11. Appendices / Annexes

1. Executive
summary
Tips
2. Presentation Refer to the appendices in the
of the
organisation proposal (see appendix a), but....
3. Project
background  If something is crucially
Problem
4.
statement important, write it in the proposal!
5. Goal and Add a table of contents for the
objectives
6. Beneficiari appendices
es
7. Proposed  Put the appendix number on the
methodolo
gy top of each page “appendix no xy”
8. Budget Separate each appendix by a
9. Monitoring and
evaluation coloured page
10. Sustainability
11. Annexes
36
 Proposal package
1. Cover letter
Use letterhead, mention project title, purpose, amount
requested, contact person and list of attached documents
2. Project proposal:
• Title page with logo
• Table of contents
• Executive summary
• Detailed proposal
• Annexes
3. Requested attachments
Include all documents requested by the donor (which are not
already included) in the annexes
Final check
ASK SOMEONE OUTSIDE THE PROJECT TEAM TO
READ THE PROPOSAL BEFORE SENDING TO
A DONOR.
 Checklist: all the good questions to bear in mind when
drafting a project proposal

1. Before writing the proposal:

• Is the stakeholder analysis done and complete?
• Have I established a coherent problem tree and a concrete
problem ?
• Have objectives, results and activities been discussed with
all partners and accepted ?
• Do I know the donor to whom I will send my proposal
(e.g.
mandate, criteria, specific format, etc.)?
• Is there an internal organisation that has been set up
within your organisation around this proposal ? Does
each person know her tasks ? 39
 Checklist: all the good questions to bear in mind when
drafting a project proposal

2. When drafting the proposal:

• Is my proposal coherent:- identified problem  suggested
activities  proposed outcome?
• Is my proposal precise enough (e.g. explanation of
expected results and intended activities, definition of
SMART indicators)?
• Is my proposal understandable by everybody (not too
many technical terms, theories explained, etc.)?
• Have I really respected the donor’s criteria ?
• Have I put the information in the correct place ?
• Have I corrected all the spelling mistakes ?
40
Thankyo
u

41